Introduction

The Personal Details datagroup shows the most common information about a person.

This personal information is divided into some pages/screens: Details, Payroll, Onboard.

On Details page, personal data is divided into several sections/views: Personal, Employment, Seniority, Other, Customized and Audit trail, by default.

• In our test examples: Recruitment, Acknowledgements and Languages sections are customized.

You can add more customized views if needed (see Customized Section > Defining Customized Fields Views section).

Working with this datagroup, you can be focused on a newly added person or edit/view already existed person's data.

In order to open Personal Details datagroup you can:

• Click icon on the Datagroup Ribbon;
  
  OR

• Press Ctrl+1 hotkey;
  
  OR

• Double-click a needed person in the Crew List.

Personal Section

In this section, you can fill in Gender, Address, Nationality, Native Language, Birth details, Marital Status, Home Airport(s), Personal ID information and so on.

1. Here you can find:
   An employee's Photo (uploaded via Photo datagroup or Basket), Pin and Name.
   For security reasons, you can hide a crew member's name. To do this, set the P2 Name field to None in Adonis Control Center.
   
   If you want to edit Name, click 3 dots near it. In Editor form, change what you need and click OK.
   

   Info
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   You can copy to clipboard either the Name (using right-click Copy command) or the whole set of personal info using Copy to Clipboard icon on the right from the name.

   
   Set Gender, enter employee's Address.
   
   

   You can store Street Number in a separate field in Post Address section:
   
   

   
   
   For that, select Address Street Nr option in Global Options > Datagroups > Crew List - Personal Details > General:
   
   
   

   For that, select Address Street Nr option in Global Options > Datagroups > Crew List - Personal Details > General:

   You can set up different rules how you would like to store Address for every country.
   
   There can be three different options how to handle zip/postplace relation:
   
   -zip is unique for postplace;
   -zip is not unique for postplace;
   -zip has no relation to postplace;
   
   Open Post Register under Setup > Tables > Country (root) tab, select needed country and choose option from drop-down:

   
   

   
   
   

   Warning
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   Do not forget to re-open current client (click icon on Quick Access Toolbar) to save the settings.

   
   When Zip is unique for postplace or Zip is not unique for postplace is selected, the ZIP/Place fields are separated and are shown on 2 different fields:
   
   

   
   And as long as zip is defined to be linked to postplace, the drop-down for ZIP will show the postplace as well, and vice versa. Every time you change a zip code, the postplace is updated automatically with zip linked to it. And vice versa.
   
   When zip handling is defined as ZIP has no relation to postplace, ZIP/Place line is not divided.
   It is possible only to define zip code there:
   
   
   You can add postplace information in Address line 2 or 3.
   Note: you should first select a country, then zip code.
   
   
2. Select the Nationality and Native Language.
   From ver. 2017.3, Nationality field now also shows Country code as the same nationality can exist in different countries:
   
   
   A list of countries and nationalities can be changed under Setup > Tables > Regions Editor:
   
   
3. Enter Birth details: date, place, country.
   If you click the small button on the right from Birth:
   
   
   it will be changed into the Deceased section to set date, place & reason:
   
   

   it will be changed into the Deceased section to set date, place & reason: 
   We improved functionality for setting Deceased status. It is now available on the Manage menu > Switch Panel:

   

4. For Home airport(s), click 3 dots button to open the list of available airports. 
   Entering the airport while creating the new employee will make it easier to create the travel request and flights later. 
   
   
   You have 2 ways to look for an airport. You can use the 3-letter IATA Code in the smaller space or enter the name of the city in the larger space.
   Select the Marital Status of your employee.

   Warning
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   Marital Statuses codes should be inputted in the General Codes > Family >Marital Status Codes, beforehand.

   
   
   

5. Personal ID number. When creating a new person profile, we added possibility to define a country, Personal ID number belongs to. For Swedish, Danish and Norwegian IDs the validation is provided according to national standards. System will warn you if you mistype any symbol, but you will be able to continue anyway.
   
   Note, that the Personal ID will be displayed on Personal Details > Personal tab, where you can redefine it when necessary. The validation for national codes mentioned above will be performed as well.
   This only works if option Check Person ID Validity is set in User Settings > Validity Check.

   
   

6. Notes section:
   Here you can leave two kinds of notes containing personal information: sticky and simple notes.
   See Sticky Notes sub-section and Notes Datagroup section.

Travel Documents section

You can manage travel documents in Travel Documents datagroup (more about travel documents you can read in Travel Documents Datagroup section) or right here. You can create a new travel document, add an enclosure for it, view/edit an existing record.
If there is a scan for a travel document, this document record will have the sign. It is possible to view it right here (more about enclosed documents you can read in Enclosed Documents Datagroup section).
If you want to add passport or visa data, go to needed view/tab.

The numbers and names of the views depend on your settings in General Codes > Travel Documents Views (see Travel Documents Datagroup > Defining Travel Documents Views section).

Click button to the right to add a document.


The Travel Document Details window will occur:

Start from the top and select the document you want to process, then add all necessary data.
- mandatory fields.
Click OK to save the information.

If you want to attach a file to the record: open a document, click or select the record and click :

1. Fill in the fields as below:
   
   -Description. Enter the name of an attachment.
   -Document type. From the drop-down list, select one of the types defined in
   -Enclosed Document Codes (see Define Enclosed Documents Codes).
2. Click New to choose between the options which allow you to attach:
   
   -File. Click to indicate the path to the file.
   -WEB link. Enter the link to be attached. In case the link protocol is not specified, the system uses the http:// protocol by default.
3. You can scan documents directly from APM and add the digital copies to the Travel Documents section. To do this, use one of the tips below:
   -Click the Scan button. APM will try to automatically detect an installed scanner and will start scanning.
   -Click the down arrow on the Scan button and select the Select Source option if you want to manually select your scanner.
   

Telecommunication section

Telecommunication has its own routine to set user access rights in ACC - 224 Telecommunication

You can add person's contact details here:
On the right, you can see Add button .


Select needed Communication type (telephone, fax, e-mail, etc.) in the box. Enter data, set Priority:

You can add as many emails and phones as you need setting different Priority.
The contact channel with the highest priority (1) will be fetched to the reports, Crew List views, etc.

If you need, leave some description/comments. 

Click OK to save the information.

How to set Limit

Under Setup > Global Options > Datagroups > Crew List - Personal Details > Telecommunication, you can limit the number of records that correspond to certain communication type.

By default, the number of entries is not limited:

Dial, Send commands:

- you can call the person by clicking Dial button.

To use this functionality, Dial using TAPI (Telephony Application Programming Interface) option should be set in Global Options > Datagroups > Crew List, Person Details, General:

- you can send a message to the crew member's mobile by clicking Send button.

It's possible only if a mobile phone record is selected.

From ver. 2018.3, Telecommunication type WEB now automatically treats input value as hyperlink, which is open in your default browser when clicked.

After you are finished with Personal section, click button.

Sticky Notes

Sticky Notes store short comments for a person. Each user can create his own personal note in Personal Details – Personal tab.
It'll be linked to the selected crewmember & visible in Crew List only for person who created it.

From ver. 2017.3, they stay in focus in every opened datagroup/module until you switch to person without sticky note.

Background colour, text font/colour & size are customized and saved for each APM user.
This functionality is available on right-click at the active Sticky Notes form:

Text in the form is saved directly on input. To clear it, you just need to close the form.

OR: right-click the list, select Options > Allow 'Sticky notes':

We added the new column to provide Sticky Notes indication. This new column exists in any crew list displaying special icon if a sticky note exists.

You can tag a person so that a note be displayed in a separate form or you can hover over an icon to see note as a hint.

Employment Section

This page shows person's employment related information (the organization this person is linked to, employment state/start date, current rank, contract information, etc.).
Most of the fields on this page are selectable.

Lists of needed values should be previously inputted in the Setup > General Codes > Personal Details:

Termination Reason - General Codes (GC) > Personal Details > Termination Reason.
Ranks - GC > Personal Details > Ranks.
Contract Type - GC > Personal Details > Contract Type.

Sorting of contract types for temporary employees should be > 50.

Payroll Status - GC > Personal Details > Payroll Status.
Payroll Type - GC > Personal Details > Payroll Type.
Cost Place - GC > Personal Details > Cost Place.
Crew Pool - GC > Personal Details > Crew Pool.
Manning Pool - GC > Personal Details > Manning Pool.
Union - GC > Personal Details > Unions.
Categories A, B, C - GC > Personal Details > Category.

Use Employment tab to add data right away when you are creating an employee profile (if you know when he'll join/which position will occupy):

1. By using Change Employment State icon, you have possibility to set person Employed or Terminated.
   Please see Setting Person Employed/Terminated section.
2. The fields Current Rank, Date, Next Promotion Rank and Next Promotion Date are editable if Allow Manual Promotion option is ON in Global Options > Crew List – Personal Details.
   When the option is cleared (rare cases), you should run a Promotion Wizard if you want to change the current rank.
   
   

   See Promotion Wizard section.

3. Click 3 dots and choose an Organization from the list, if you need to change it. The list of available Org.units is displayed due to what is allowed for opening in Adonis Control Centre for certain user-level.
   Passive organization units are shown grey.
   Categories section. Used to group persons according to some criteria (for crew lists, reports, etc.), you can select Crew Pool, Manning Pool, Union and Categories A, B, C for a crew member.
   Crew Pool/Manning Pool/Union/Categories (A, B, C) codes should be previously added in General Codes > Personal Details.
4. Payroll sub-section: select Contract Type, Payroll Type, Payroll Vessel.
   
   If you need to limit the Payroll Vessels list, you should set the option Limited Vessels Under Current Org. Unit in the Global Options > Datagroups > Crew List-Person Details > General section
   
   Passive vessels will not be shown in a list
   Cost place is the default value that is added to all person's activities. It can be modified in Activities datagroup but these modifications will not affect the value in Personal Details.
5. Contract
   Here you can define a Contract Type (previously added in General Codes > Personal Details > Contract Type) for a crew and its Start Date. Expiry Date is set automatically per contract length.
   From ver. 2018.1, We added possibility to define Extended Contract with corresponding dates.
   
   Extended Option, Start & Expiry dates access is regulated by fields P187, P188, P189 respectively in Adonis Control Centre.

Click to save the data, when you are finished with Employment section.

Setting Person Employed/Terminated

1. Employment
   
   1. Click Change Employment State icon, set Employed, click Next:
   
   
   
   2. When you set Employed State, the system asks you to enter the Employment Start Date:
   
   Click Next to proceed after you input the date.
   
   
   3. Click Finish to set the new state.
   
   
   

   

   Info
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   From ver. 2017.6, We improved payroll calculation procedure to verify person's Employment Start date. Calculation to be performed starting from Employment Start even if person's activity starts earlier. No auto-generated entry will be created in the payroll period that is earlier than person's Employment Start Date.

   
   If it is not possible to define if a person is employed (Employment Start Date is empty) – payroll calculation will be terminated with informative warning message:
   
   
   
   

2. Termination
   
   1. When a person stops working for the company (retires, is fired, etc.), you should set Terminate State for him.
   
   Use the same Change Employment State icon.
   
   The system will ask you to select Termination Reason:
   
   
   
   

   Warning
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   Termination reasons codes should be previously inputted in the Setup > General Codes > Personal Details > Termination Reason: Employment End Date will be shown for the person together with the Termination Reason

   
   

   
   
   

   2. The system will ask you to select Termination Date.
   
   Click Next to proceed after you input the date.
   
   
   
   . Click Finish to set the new state.
   
   

Pay attention:

When we set a person Terminated, the following actions are performed:

• Re-calculation of person's payroll if he is linked to payroll organization;
• Person is removed from future shifts in Rotation Planning module;
• If person has current activity, the system shows dialog: 'This person has a current activity. Do you want this activity to be closed?'.
  
  If 'Yes', then the system closes this activity with Date to/ETD = Employment End Date
• The system checks person's planned activities and shows dialog message: 'This person has future activities:<activity list> Do you wish the activities to be deleted?'
  If 'Yes', then all planned activities with Date from > Employment End Date are removed.

Promotion Wizard

The fields Current Rank, Date, Next Promotion Rank and Next Promotion Date on Employment tab are editable if the option Allow Manual Promotion in the Global Options > Crew List – Personal Details is set.

When the option is cleared, you should run a Promotion Wizard if you want to change the current rank:

1. Check data, click Next:
   
   

2. Select promotion rank, click Next.
   
   

3. The system checks Documents, Terms and Appraisals.
   
   

   
   

4. If it is needed, change Payroll information, click Next.
   
   

5. Enter Promotion Rank and Date, click Finish.
   
   

   
   
   Confirm: click Yes.
   
   

Seniority Section

The Seniority tab stores information on crew member's seniority and payscales.

1. Select Payscale Table and Code.
   
   -Payscale Tables and Codes should be defined in the main menu Payroll > Payscales beforehand.
   -Passive payscale tables will not be shown in the payscale tables list.
   -Payscales that were disabled for the currently Opened Client (Organization properties > the Payscales tab), will not be shown in the payscales list.
   
   To set up the information to be shown here, go to Global Options > Datagroups > Crew List - Personal Details > the Seniority tab:
   
   Select the Show amounts in Payscale currency option to ignore the currency set for the current organization. All values will be calculated for the currency that is used for the current payscale.
   
   Select the Show Person Rate In Specified Currency option to display rates under Personal Details > Seniority > Additional Information in the currency which is specific for person's payscale code not for the company Payment currency.
   
   
   
   Additional Information table can show the main information from the payscale table. The current layout shows up to 6 Seniority rows (divided into 2 columns) simultaneously. This info is read-only.
   
   Cost Group should be defined in General Codes > Personal Details > Cost Group.
   
   From ver. 2017.2, we have added the possibility to set Payroll Nationality to define which rules will be applied when using automatic payscale assignment.
   
   

2. Payroll Seniority is independent calculation of years and days (on decimal principle), especially used to determine when a person should have an automatic pay rise.
   
   Seniority is calculated in the following way: Seniority = Pre-Earned Years + (Payroll Seniority End - Payroll Seniority Start)
   
   In case Payroll Seniority End is not filled, current date is used.
   
   It is not possible to edit the Seniority field but a user can define pre-earned years.
   
   The Employment Seniority field is not editable.
   
   If a person has additional seniority (e.g. by special agreements or from previous employers), the fixed number should be set in the Pre-earned years field.
   
   In such cases, the pre-earned years are added to the automatically calculated days based upon the start date, and the sum is displayed in the Seniority field.
   
   During payroll calculation, the program will check if there are seniority columns in the person's payscale, e.g. like:
   

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   X1 X3 X5 X8 Basic Wage 2000 2050 2100 2200 In the payroll period, where Seniority (sum of calculated days and pre-earned years) exceeds one of the payscale seniority values, the program will automatically pick up the value from that column. E.g. if payroll seniority is 5,1234, the system will pick up 2100 for basic wage. In the period he exceeds 8 years, he will automatically get 2200.

   
   

   
   

   
   

   
   

   
   

   
   

   
   

   
   

   
   

   
   

   
   

   
   

   
   

   
   
   At the end of the contract, you may want to stop seniority calculation. Click To button (Seniority to Pre-Earned Years) and a current seniority will be copied to the Pre-Earned Years.
   
   If you input an End date, the automatic calculation of seniority will stop.
   
   There are two ways of seniority calculation in Adonis
   
   -Payroll seniority;
   -Sea-service seniority. 
   
   Sea-service seniority calculates seniority only for the onboard periods of seafarers.
   
   Payroll seniority calculates seniority for all the time the person works for the company.
   
   E.g. If a seafarer is on 12 months paid contract, you need to select Payroll seniority start date for him.
   
   If a seafarer gets paid only for onboard periods but does not get any pay during vacation, you need to select Sea-Service Seniority start date for him.
   
   From ver. 2017.6:
   Leave days from date
   
   We added new interface field to input the date that should be used as Starting Date for Leave Days calculation, in case that some days shouldn't be count although activity exists.
   
   Earlier this date could be set under Activity > Leave Account. Now Leave Account Start Date can be used for dynamic calculations only. Basis will not be affected. 
   
   

3. If any person's activity does not have an assigned rank, its days are joined to the previous activity rank seniority (Rank Seniority table).
   The New Payscale button and Date From field are available if the option Use datagroup to change Onboard Payscales and Rank is selected in Global Options > Modules > Payroll > General.
   
   If the option is selected, the next fields become not editable: Payscale table, Payscale, Use Current Payscale Until, Payroll Seniority Start and Payroll Seniority End, Pre-earned years, Current Rank (Employment tab).
   
   For more information, see Onboard Payscale and Rank Datagroup section.

Click to save the data, when you finish working with the Seniority section. 

Other Section

Use Other tab to add various information concerning person's appearance, uniform & protective equipment sizes, health, etc.:

1. Appearance section contains information about hair/eyes colour, person's height/weight.
   
   Hair/Eye colors codes should be previously defined in General Codes > Miscellaneous > Colors.
   
   Weightis also used in Crew Change module > On/Off Signing tabs, Helicopter Manifest section.
   But Weight entered inPersonal Detailsis used as a default value (it may then be updated from Crew Change if necessary)
   
   From ver. 2016.5, we provided possibility to add Shoulder widthto Personal appearance section. Note that proper access should be set for fieldP518in Adonis Control Centre.
   
   
2. Uniform size section shows clothes sizes
   
   Health section shows blood group, eye sight condition and any allergy info.
   
   
3. There are:
   
   Personal Protective Equipment sizes data.
   
   Family members' personal information.
   
   
4. Here you can input employee's alternative address.
   
   
5. In these sections, we see port section, person's religion and if he smokes or does not.
   
   Religion codes should be inputted beforehand in General Codes > Personal Details > Religion.

Click button to save the data, if you are done with Other section. 

Customized Section

The Customized section in Personal Details serves for storing any data a company might need to keep.

There are two way you can use to store data related to crew members:

• Adding fields to the Customized section:

For more information on how to add customized fields, see _Adding_Customized_Fields.

• Creating views and splitting customized fields by the views. In such a way, the fields will be logically grouped/sorted. Besides, you can name the views based on the information they contain. For more information, see _Defining_Customized_Fields Views.

Adding Customized Fields

To add a customized field, go to the Setup tab > General Codes > Customized > Fields and click New on the ribbon. Clicking the command makes the General Code Editor (Fields) dialog appear:

1. Fill in the following fields:
   
   -Code is the unique alpha-numeric APM code.
   -Text is a name of this customized field.
   -Sort is an order number in the list of records (where 0 means the first record in the list).
   -Is Passive, if set, makes the record unavailable.
   -Security Code is a numeric value intended for restricting access to the current customized field. If the value is not set, the access rights are not restricted and granted to all user levels.
   
   If you enter a Security Code for the customized field, the code is then added to Adonis Control Centre (to view it, go to General Codes > Customized > Fields). In Adonis Control Center, an administrator can restrict access rights to the customized fields by user levels:
   
   
    

   Warning
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   It is highly recommended to use security codes for restricting access rights to sensitive information by user levels.

   
   
   Publish Web Recruitment, if set, allows exporting the customized field to the Adonis Web Recruitment application. To export data to Adonis Web Recruitment, go to the Tools ribbon tab > Export > WEB Applicants. When the Export Web Applicants dialog appears, select Customized Fields and click Export:
   
   

   
   
   
2. Define the necessary field parameters:
   
   Field Label fetches the data from Text field.
   
   Please choose if you would like this field to be Mandatory when filling Personal Details.
   
   Type can be Text, Date, Password, Number, Dropdown, Check-box and Lookup.
   
   
3. For Text, Number and Password the Size should be defined.
   
   For Dropdown, it's necessary to specify items from which a user will select a necessary value.
   
   Click 3 dots near Items, Editor box appears:
   
   Click Add Item to insert a new item with description. 
   
   Delete Item removes an unnecessary item from the list. 
   
   Click OK to save information.
   
   For Check-box type a mask Y|N will automatically appear.
   
   
   
   This mask means that near the customized field you can set Yes/No.
   If set - the state is Yes, if cleared - No.
   
   Lookup is a field similar to Dropdown but values are taken from one of the database tables. Click 3 dots.
   
   
   
   
   You can select either the General Code table or the Organization level for corresponding values to be offered when filling this field.

, click OK button.

Defining Customized Fields Views

It is also possible to divide the customized fields and show them in separate views.

Each view can be called according to the company needs, and will show the needed data.

Open General Codes > Customized > Field view. Add one or several views according to your needs.

Click  button to add a new view:

Code is unique Adonis code for this view.
Text is the descriptive name of this customized fields view (it is what users will see on the left in Personal Details datagroup).
Sort is sorting of the view. The views with the smallest number will be shown first, the ones with biggest number will be shown last.

'0' means the very first.

Security code. Leave it blank if this view needs to be seen/updated by every user. Input a digit there if you want to set different access for different users to this view.

If you add Security Code for a customized field view, it appears in Adonis Control Centre and an administrator can set (Write, Read or None) access to it for different user levels (General Codes > Customized > Fields Views):

When no views are defined, all customized fields are shown on Customized tab in Personal Details datagroup. 

Include groups. Here you define what fields will be included into the view. You can input groups separated by coma as well, e.g. 12,14,90

0-999 means that all the customized fields with sorting between 0 and 999 will be included.

If nothing is defined in the Include Groups field, all fields will be shown in the view.

After you are finished, click OK to save the view.

Audit Trail Section

Audit Trail tab/view was implemented to have a possibility to track changes made in main personal fields.

Every time a user changes personal details information, a corresponding record is added in the database.

So, all the changes that were made with detailed information about who and when made them can be viewed here.

Data that were changed in Personal, Employment and Seniority sections are painted grey, so it is possible to quickly find what was changed and what was not.

Also, you can see by whom it was modified, Trail/Session ID and action itself (updating, deleting).

Payroll Page

Different information concerning personal payroll data can be inputted here.

Note:

will update similar fields in Payroll module;

and vice versa, if these fields were inputted/updated in Payroll module, it will be shown in Personal Details datagroup.

Let's run briefly though all sections:

Accumulators tab:

Here you can find accumulators for various entry codes (Balance Forward, Balance Carry Forward, Debit/Credit, etc.):

Constants tab:

Here you can find Tax, Leave Pay information and Leave Days Accounting data.

Leave ratios can be set on different levels (activity, company, payscale table, payscale code and individually.

The last level that override all the others is Individual.

For details, see Activities Datagroup: Setting up Leave Calculation Rules section.

In Payroll module, it can be done on the Constants tab:

And the same information will be seen here in Personal Details > Payroll view > Constants tab:

Pension Agreement No field is only available when company national payroll code is PH or DK but person's nationality is PH:

Payment tab:

ontains: New Balance, Alternative Receiver and e-Mail Pay Slip sub-tabs.

Payment information can be filled here:

On New Balance tab select Action of payment: Interpay for transferring the money to the bank account of the person, Cash for paying cash, etc. 

Define person's Bank Account. Use New/Edit button to create/edit an account. Select Bank Swift Code, Currency details.

If the bank account defined on New Balance tab does not belong to the employee, information of Alternative Receiver needs to be in-filled on Alternative Receiver tab: name, last name, address, etc.

The option E-Mail Payslip enables a user to send payslip to this person. If the option No Paper Copy is selected, payslip will not be printed in a paper form.

It is not possible to select these options, if email address is not defined for the person. You can add it in Personal Details > Personal section > Telecommunication.

Rates tab:

Here we can find/set personal rates.

EDAG tab:

This section displays information for monthly Taxes reporting to Government.

It is used for Norwegian companies only:

Onboard Page

Here you can find Relations, Crew Changes and Rotation Plans tabs:

1. The Relations view may contain the data on level of interpersonal relationship between crew members as well as the data on the crew member's close relations or even relatives.
2. The Crew Changes view will display all crew changes where this person is/was assigned to: date, vessel, port, country, on/off signer or promotion, status.
3. The Rotation Plans view will show all rotation plans where the person had/has an assignment: vessel, position, shift start, shift end, activity status, etc.